Asset Management System for Device and SIM Tracking
Replacing fragile spreadsheets with a custom and scalable system
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Company
Mid-market smartphone vendor and distributor.
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Team
~10 people, distributed globally
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Industry
Specialized smartphones
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Scale
~11,000 to 12,000 devices tracked
This smartphone vendor runs a full lifecycle operation for devices they sell: provisioning, SIM registration, quality checks, location handling, dispatch, and post-delivery customer support.
The workflow relied on shared spreadsheets at multiple stages.
Each device lived as a row, updated by different people as it moved forward. Over time, the operation also accumulated connected workflows across a MySQL database and tools like Shopify, Zoho, and an MDM system.
As volume grew and the UK rollout approached, keeping tracking accurate and consistent became harder and more time-consuming
Operational Objective
To move beyond fragile spreadsheets and run device and SIM tracking end-to-end in a system the team can trust.
In practice, that meant:
- Track the lifecycle from registration to dispatch, including inspection and location changes
- Keep each SIM paired to the correct device without manual checks
- Show real-time ownership, location, and current status
- Maintain a complete history of changes for audits, warranty handling, and customer support
- Support parallel work without overwriting or version confusion
- Support UK expansion through reseller partners without duplicating data or losing control
Where the Operation Broke Down?
The spreadsheet setup worked early on.
At scale, it created errors and constant manual rework.
What broke?
- SIM details were entered in the wrong device rows, creating pairing errors that had to be fixed manually
- Updates drifting across duplicated files and versions
- Ownership and status are unclear without cross-checking multiple sheets
- Parallel edits are causing overwrites and conflicting versions
- Customer support context and attachments are not consistently tied to the right device row
Operational Impact
- Registering and dispatching a batch could take 1 to 3 hours due to reconciliation, cleanup, and version hunting
- Teams spent more time fixing data than moving devices through the workflow
- The approach did not scale cleanly as partners and handoffs increased
The Operating Model After AnyDB
The model that matched their workflow and data rules.
The initial system was delivered in about two weeks.
Device Records
Each device is a live record with: device type, serial number, owner, status, assigned user or customer, date shipped, SIM type, warranty information, warehouse location, and inspection state.
SIM card Records
SIMs became separate records linked one-to-one with devices. Each SIM record includes: assigned device, status, plan, and carrier. This pairing prevents mismatches and keeps tracking aligned.
Customer support via portals
Support submissions through a portal automatically create a new support request record inside AnyDB. The team manages requests from an internal dashboard, and the relevant device record can be attached to the support request, so messages, actions, attachments, and history stay connected to the right asset.
What Changed in Daily Work?
- Work moved through live records instead of spreadsheets at different stages
- Fixes stopped being constant manual reconciliation because the device, SIM, location, and support records stay connected
- Parallel work became practical without overwriting shared files
- Handoffs improved because status, owner, and next step are visible on the record
- Support became easier to run because requests, attachments, messages, and history stay tied to the right device.
Operational Outcomes
Reduced rework from SIM-to-device mismatches, duplicates, and version confusion
Faster registration and dispatch by removing reconciliation steps
Real-time visibility into ownership, location, and inspection status
Stronger accountability through record-level history for audits and warranty workflows
A partner-ready foundation for UK expansion without duplicating tracking systems
Why This Works and Scales?
This works at higher volume because the system models how work actually happens.
- Devices, SIMs, locations, and support requests are connected records with clear links
- Adding more devices, SIMs, or support cases does not increase coordination work because relationships and workflow rules live in the model
- Teams can adjust fields, views, and rules as needs evolve without rebuilding workflows
- Support forms feed directly into the system and create records linked to the right device, so nothing is lost, and everything stays connected
Everything You Need in One Platform.
No More Spreadsheets. No More Workarounds. Just Real Operational Control.
Phone: (512)-761-7979
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